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HomeMy WebLinkAboutHousing & Redevelopment Authority Minutes 03-17-1994M 1NUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY MARCH 17,19% A meeting of the Plymouth Housing and Redevelopment Authority was called to order by Charman David Crain on March 17, 1994. PRESENT: Chairman David Crain, Commissioners Brian Warhol, Madie McFarland, Thomas Rugh and Brian Warhol ABSENT: Commissioner John Edson STAFF PRESENT: Executive Director Anne Hudburt, Housing Specialist Nfdt Dale, Housing Secretary Denise Hutt, Park and Recreation Director Eric Blank p•*^MN OF NEW HRA COMMISSIONER Chairman Crain welcomed Commissioner Rugh to the Housing and Redevelopment Authority. P yNO iTH HOUSQiG ALLMOCE Steve Ludovissie, President of Plymouth Housing Alliance (PHA) stated the PHA has two mainconcerns. One concern is space. The board currently uses the City Council Conference Room for their meetings, but they would also like an area to store materials, file cabinet, and office equipment. Mr. Ludovissie explained the PHA needs to have a location from which to conduct business. The other main concern raised by Mr. Ludovissie was personnel. He acknowledge the "StatementOfRelationship" specifically states the City of Plymouth staff will not be available for stagingsupport, but the PHA is a board made up of professional people who have limited time. The PHA has not had the time to recruit volunteers. Mr. Ludovissie projected the PHA would need someone to serve as a director or project administrator, possibly for the next eight to twelve months at five to ten hours per week. This person would seek volunteer rec umnents, help out with the financial aspects, as well as, fundraising and day -today administration. This would alleviate the board members from the on-going tasks and allow them to focus on policy making decisions. Mir Ludovissie stressed that without additional staffing assistance from the City of Plymouth PHA projects would be prolonged. Chairman Crain asked if the PHA was requesting two staff persons, one to take minutes at board meetings and one to serve as a director/project administrator. 0 Housing and Redevelopment Authority March 17, 1994 Page 016 Mr. Ludovissie replied one person could serve both functions. He suggested Volunteer Coordinator Nancy Anderson could assist and possibly another staff person. Kim Bergman requested the volunteer coordinator advertise for volunteers for the PHA. After the vohmteers are found, there would also be the need for someone to supervise the volunteers. Mr. Bergman requested the Housing and Redevelopment Authority recommend approval of a resolution to use City staff for the Plymouth. Housing Alliance to forward to the City Council for their approval. Commissioner McFarland asked why the Plymouth Housing Alliance did not object to the Statement of Relationship when it was adopted in December, 1993. If it was considered important at that time to incorporate the statement of no City staff to be available for assistance to the PHA, why ask for it now. Mr. Ludovissie responded the issue of available City staff was an oversight. The PHA does want to operate independently, but needs staff assistance on an interim basis. Mr. Bergman stated the main reason for the clause was that no City staff should be used in soliciting donations for the PHA. a Director Hurlburt cormnettted staff does not have the available time to commit to the PHA She explained part of the fimctions of the Community Development department are to regulate development in the City and City personnel cannot be soliciting money from these same developers. She believed staff should not be involved in this effort except to attend meetings. City Manager Johnson stated the original concent of having staff involved was the conflict of soliciting donations. He stated the Community Development Department is also very short of staff. Mr. Ludovissie asked if it was possible to just use the services of the volunteer coordinator. Mr. Bergman wondered if the volunteer coordinator could possibly work out something with her other job which would enable her to work an additional five hours or more per week for the PHA Chairman Crain asked Mr. Ludovissie to prepare a more specific request outlining their need for City staff assistance. Director Blank informed Commissioners the volunteer coordinator's position is a 20 hour per week position. The volunteers that Nancy recruits are to work for a City staff person. Director Blank has been contacted by other non-profit groups inquiring about obtaining her services also, but her job description prohibits providing such services. If the HRA and City Council wish to modify the job description guidelines, he believed something could be worked out. 0 Housing and Redevelopment Authority March 17, 1994 Page 017 Chairman Crain was concerned if this arrangement were allowed for the PHA, then the City opens the door for other non-profit organizations to make similar requests. He wanted to know where do you draw the line. Commissioner Rugh commented this looks Eke an intim situation for possibly six months. Mr. Ludovissie added that the purpose of using the volunteer coordinator is to build a base to recruit vohmteers that become committed to the program. There should be a continual growth of volunteers thus alleviating the need of City staff in approximately 12 months. Commissioner Rugh asked if this could be seen as an interim step, would it meet the needs of the PHA. Mr. Ludovissie replied affirmatively. MOTION by Chairman Crain, seconded by Commissioner Warhol approving recommendation to the City Council that the vohmteer coordinator's services be provided to the Plymouth Housing Alliance in recruiting volunteers. Commissioner McFarland asked if this item would go to City Council for approval. Chairman Crain replied the Housing Authority forwards this item to the City Council for their approaal. Vote. 4 Ayes. MOTION carried unanimously. Chairman Crain instructed Mr. Ludovissie to provide all information requesting staff needs ahead of time to the City Manager. SENIOR HOUSDIG PROJECT UPDATE Chairman Crain asked if the project is behind and if so, what would be needed to put it back on schedule. Greg Oppegard of Walker Management presented Commissioners with an update on Plymouth Towne Square. He stated the project is behind schedule due to the severe winter weather. Frans and Sons wanted to ask for a deadline extension, but it was agreed to reevaluate the project in June to see if an extension would be needed. Mr. OppegaM anticipates if the current pace can continue the project should be back on schedule by June If a two week extension is needed, it would not have significant impact on the occupancy of the units. Donna Flaata of Walker Management commented the leasing staff would also reed to know by June 1 if there is a deadline extension. It should not impact the lease up of units as the r Housing and Redevelopment Authority March 17, 1994 Page #19 N management would extend their work day to offer three move -in schedules per day instead of the normal two. Chairman Crain inquired if the revised drawings for the central core area had been approved. Mr. Oppegard replied they have yet to be approved officially yet, but thought the revised plans for the central con area will be an asset to the project. Mr. Oppegard will also be looking into the cost comparison of the revision. Commissioner McFarland asked if then was a "slush" fund available for this sort of needed change. Mr. Oppegard explained then is a five percent contingency clause, but it is Walker's goal to get through the project without use of the contingency fimds. Currently, the project is under budget. Ms. Flasta introduced Sarah Miller as the new manager for Plymouth Towne Square. Ms. Miller is a graduate from the University of Minnesota with a degree in housing. Ms. Miller will be offic ed m the Public Safety building starting April 1 until the building is completed. Ms. Floats pointed out the original market plan estimated 16 months of marketing. With over 500 names on the "interest list", this marketing is not necessary resulting in a savings in that area. APPROVAL OF FEBRUARY IL 19% M1NUTlES MOTION by Commissioner Warhol, seconded by Commissioner McFarland to recommend approval of the February 15, 1994 minutes. Vote. 4 Ayes. MOTION carried unanimously. Housing Specialist Dale gave an overview of tla March 14, 1994 memo relating it to the letter from the Department of Housing and Urban Development (H(M) asking for a "workout plan" showing the draw down of available Community Development Block Grant Funds. Staff suggests a reallocation of $30,000 from the Rehabilitation Grant/Loan Program and $20,000 from the Fust Time Homebuyer Program to a new activity for accessibility improvements at City parks as requested by the Park and Recreation Department. Chairman Crain opened and closed the public hearing as there was no one present to speak on the issue. Chairman Crain asked what the $50,000 is needed for, as $10,000 was already allocated for the Plymouth Park and Recreation Department. 0 Housing and Rakvdopmad Authority March 17, 1994 Page #19 r Housing Specialist Dale explained the previous allocation of $10,000 includes $5,000 for a hardsurfacematerialfortheeastbeachparktomakeithandicapaccessibletothewaterand $5,000 for a one-on-one assistance program to assist hand*,capped persons for park programs. The additional $50,000 requested by the Park and Recreation Department would be used for hard surface areas for playground at other parks. Chairman Crain asked if the $50,000 would be used from carryover funds. uld Housing Specialist Dale replied this is a new activity under the 1994 CDBGallocation na ftm thetransferring $30,000 from the Rehabilitation GrantUan Program First Time Homebuyer Program to this new activity. Commissioner McFarland asked what the City's definition is for First Time Homebuyer. Housing Specialist Dale responded someone that has not owned a home for at least three years. He commented that most of our program participants have never owned a home before, with most of the people in the 20-40 age range. Chairman Crain asked if the First Tune Homebuyer draw down on the workout schedule was realistic. Housing Specialist Dale replied the anticipated March and April expenses have not been drawndownyet, and felt this schedule was realistic. He explained the second round for 1994 dill be advertised shortly. Uthere is financial assistance still available, another round will be offered this yammer. Chairman Crain wondered if it is too early to promote this round for the program. Commissioner Warhol stated this is the prime market time and it should be promoted now. Commissioner McFarland questioned if residents know there is a Rehabilitation GrantA oan program available. Housing Specialist Dale responded the programs are advertised, but staff anticipates advertising on a more ongoing basis. He suggested the $10,000 maximum grant for the Rehabilitation Granutoan Program could be increased to $15,000, and the Fust Time Homebuyer Program financial assistance increased from $15,000 to $20,000. Director Hurlburt asked by raising the Financial assistance from $15,000 to $20,000, would it help to qualify more applicants. Commissioner Warhol informed Commissioners the interest rates are going up and by raising the financial assistance to $20,000, it could offset, this increase. 0 Housing and Redevelopment Authority March 17, 1994 Page 020 Mayor Tierney suggested additional funds could be used to help applicants with the expenses they will incur with homeownership. Commissioner Rugh asked where applicants are found for these programs. Housing Specialist Dale responded that letters are sent to Plymouth employers, realtors andlenders. Most applicants five or work in Plymouth. The average family size is three with an annual income of $22,000. They usually purchase a house or condo at an average purchase price of 73,000. The average financial assistance's 510,000. Commissioner McFarland wanted to know how the applicant can use the financial assistance. Housing Specialist Dale replied the financial assistance could be used for up to 50% of downpayment, reduce the mortgage principal amount, and/or closing costs. Chairman Crain commented that with seniors moving into Plymouth Towne Square, there shouldbeaspurtofaffordablehomesonthemarket, and we should be ready to capitalize on that for the First Time Homebuyer Program. Director Hudburt stated the Housing and Redevelopment Authority may be fitced with reallocation of Community Development Block Grant funds several times during the year, depending upon the monitoring of the workout plan. Director Blank stated the Park and Recreation Department is requesting an additional 550,000 to update parks due to the Americans with Disabilities Act (ADA) requirements. He explained that 32 out of 33 City parks are in noncompliance with ADA requirements. The $50,000 requestedwillallowPlymouthCreekParktobeupdatedtomeetallADArequirements. This project isanticipatedtobeginJune1andthefundsshouldbedrawndownbyOctober1, 1994. Should theHRAne-:d to expend additional funds, the Park and Recreation has a need for additional financial assistance to meet other ADA requirements. Director Huriburt asked crow long the new deck surfacing lasts. Director Blank replied the surfacing that will be used carries a 10 year warranty. Mayor Tierney wanted to know if all City parks have to be handicapped accessible. Director Blank responded ADA requirements state you have to provide a "like" experience for all residents. There will be components in each park to provide that experience. Commissioner Rugh commented it is important to have universal access. Commissioner warhol noted draft Resolution 94-04 did not include the Park and Recreation request for 550,000. Housing and Redevelopment Authority Manch 17. 1994 Page #21 Housing Specialist Dale responded Resolution 944 will be corrected to include the request by the Park and Recreation Department. MOTION by Commissioner Warhol, seconded by Commissioner Rugh to recommend reallocation of Fiscal Year 1994 Community Development Block Grant Funds as per draft Resolution 94-04. Roll Call Vote. 4 Ayes. MOTION carried unanimously. MOTION by Commissioner Warhol, seconded by Commissioner McFarland to increase the First Time Homebuyer Program financial assistance from $15,000 to $20,000 and further this added assistance would be available to include all current applicants based on income. Roll Call Vote. 4 Ayes. MOTION carried unanimously. 19% BUDGET AMENDMENTS Director Hurlburt gave an overview of the March 14, 1994 memo on the proposed amendments to the 1994 Budget for Fund 234. She explained there are three separate budgets for housing which include Sec-han 8 - Fund 233, CDBG - Fund 232, and Senior Housing - Fund 234. There is sufficient funding available fto the senior housing tax levy to support a much needed position in the housing department. This person would be a supervisor who reports to the Community Development Director. She stated funds are available for 1994, it looks tight for 1995, but there could be o±ker funding sources available. Chairman Crain asked if the current workload would be alleviated once the Senior Housing project is completed. Director Hurlburt replied the senior housing project will not be as time consuming, but there will still be ongoing monitoring with this project. The management services agreement with Walker Management will expire at the end of 1995, at which time the housing authority may wish to take over the project. She went on to explain the Section 8 program will be going through numerous changes which will put more burden on staff. With another professional position, it will allow staff to do more planning activities. Chairman Crain understood the pressure is to expend the CDBG fimds, but this request seems more City related. Director Hurlburt stated staff will be drawing down on the maximum allocation for administration of CDBG funds. Chairman Crain commented the number of personnel has always been a major issue and he wondered whether this new position would create any problems or issues for the City Council. housing and Redevelopment Authority Mand 17, 1994 Page #22 City Manager Johnson responded the personnel issue was discussed at the last council meeting ager .Councilmembers received a copy of the letter send by HUD on more timely expenditure of CDBG funds. He stated with the new position, staff could be more proactive and generate new ids for spending CDBG funds. Chairman Crain stated with the current pressure put on suburban cities to provide more affordable housing, this position could be worthwhile. Commissioner McFarland asked if this item needs to be approved by the City Council. City Manager Johnson confirmed the position would need to be approved by the City Council. Mayor Tierney asked what the cost would be for this new position. Director Hurlburt replied this position would be in the same range as the building official and the planning supervisor at approximately $50,000 per year. Mayor Tierney asked if Community Development Block Grant funds could be used to help fiord this position. Director Hurlburt responded that Community Development Block Grant funds are not possible for use in 1994, but may be an alternative for 1995. MOTION by Chairman Crain, seconded by Commissioner Warhol to recommend the addition of a supervisor for the housing division. Director Hurlburt commented there would be a need for an intent through the summer, as a supervisor would not be on staff until at least July 1. Roll Call Vote. 4 Ayes. MOTION carried unanimously. MJMQ SCHEDULE Commissioner Rugh stated Monday and Tuesdays are not convenient for him as he is in Chicago on those days. It was the consensus of the board that regular HRA meetings will be held on the third Thursdays of the month beginning with the next meeting on April 21. Housing Specialist i ale reminded Commissioners of the Fair Housing Workshop to be held on Tuesday, March 22 at 11:00 a.m. in the City Council Chambers. MEETING ADJOURNED AT 9:25 P.IVL a,/